Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
The Pioneer Housing and Community Group Limited
11 High Street, Castle Vale
Birmingham
B35 7PR
UK
Contact person: Nathan Liptrot
Telephone: +44 1942725438
E-mail: nathan@clarityprocurement.co.uk
NUTS: UKG31
Internet address(es)
Main address: https://www.pioneergroup.org.uk/
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Pioneer Group Housing Management System and Support Services
Reference number: T104/2024
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
Pioneer are seeking to replace the Housing Management System (HMS), Asset Management System (AMS) and Finance system as well as introduce improved Customer Relationship Management functionality (CRM) into Pioneer.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
750 100.00
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UKG31
Main site or place of performance:
Birmingham
II.2.4) Description of the procurement
Pioneer are seeking to replace the Housing Management System (HMS), Asset Management System (AMS) and Finance system as well as introduce improved Customer Relationship Management functionality (CRM) into Pioneer.
Project duration has been set to 36 months and will comprise of several phases, which, will be agreed following the appointment of the Successful Bidder.
Bidders are requested to detail recommended phased implementation approaches to a project of this type under Bidder Response 3.12.
For the avoidance of doubt Bidders are to take the following into consideration:
•Current systems are on premise and have been in place for circa 15 years
•Legacy systems are to be decommissioned in the financial year of replacement
•Data quality has been impacted by low levels of integration and sub optimal user experience
•Bidders must confirm integration compatibility with Open Accounts and detail the nature of the integration under Bidder Response section 1.2
Full details of the Services to be provided under the Contract are contained in the Technical Statement of Requirements set out at Part C of Appendix 1 of the Invitation to Tender (ITT). The Successful Bidder will be required to comply with the Technical Statement of Requirements in providing the Services.
The Contract will last for an initial period of 5 years, with an option to extend at Pioneer’s sole discretion for a period of up to 2 years, plus a further period of up to 2 years, plus a further period of up to 1 year, giving a maximum potential term of 10 years.
The Contract Award Decision is expected to be published in December 2024.
The estimated contract value of £1,500,000 over 10 years is based on the current costs. Pioneer understands that bid values for the new 10 year contract will be reflective of current market conditions and will differ depending on the solutions submitted by Bidders. The Bid values will be evaluated in accordance with the methodology set out in the Invitation to Tender.
II.2.5) Award criteria
Price
II.2.11) Information about options
Options:
Yes
Description of options:
The Contract will last for an initial period of 5 years, with an option to extend at Pioneer’s sole discretion for a period of up to 2 years, plus a further period of up to 2 years, plus a further period of up to 1 year, giving a maximum potential term of 10 years.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/768DF6DAE2
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2024/S 000-022549
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
26/02/2025
V.2.2) Information about tenders
Number of tenders received: 5
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Rubixx Solutions Limited
11567209
Stafford Enterprise Park, Weston Road
Stafford
ST18 0FB
UK
NUTS: UKG24
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 750 100.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=960581980 GO Reference: GO-2025730-PRO-31631008
VI.4) Procedures for review
VI.4.1) Review body
The High Court of England and Wales
London
EC4A 1NL
UK
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Contracting Authority will enter into this contract following a minimum 10 day calendar day standstill period starting on the day after the notification of the result. The Public Contracts Regulations 2015 (SI 2015/102) (as amended) (the Regulations) provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to bring proceedings in the High Court. Any such proceedings must be brought within the limitation period specified by the Regulations according to the remedy sought.
VI.5) Date of dispatch of this notice
30/07/2025